Last updated: 12 May 2020

Higher Education and Skills Induction Pack

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Contents

Contents ....................................................................................................................................................................... 2 Welcome ....................................................................................................................................................................... 3

Message from the Deputy Secretary .......................................................................................................................... 3 Introduction .................................................................................................................................................................. 4

A Values Based Approach ......................................................................................................................................... 4 HES Structure .............................................................................................................................................................. 5

Office of the Deputy Secretary ................................................................................................................................... 5 Office of the Assistant Deputy Secretary ................................................................................................................... 5 Engagement, Participation and Inclusion Division ..................................................................................................... 6 TAFE and Tertiary Institutions Division ...................................................................................................................... 6 Training Market Services Division .............................................................................................................................. 7 Tertiary Education Policy and Performance Division ................................................................................................. 7

HES Governance ......................................................................................................................................................... 8 Executive Group ........................................................................................................................................................ 8 Senior Leadership Team (SLT) .................................................................................................................................. 8

Getting Started ............................................................................................................................................................. 9 Edumail ...................................................................................................................................................................... 9 Email Signature .......................................................................................................................................................... 9 Setting up an out of Office Message .......................................................................................................................... 9 Connecting to a Printer ............................................................................................................................................ 10 Security Pass ........................................................................................................................................................... 10 Stationery ................................................................................................................................................................. 10 Briefing and Correspondence .................................................................................................................................. 10 Group Resources ..................................................................................................................................................... 10

Further Information ................................................................................................................................................... 11 HES News ................................................................................................................................................................ 11 HES All Staff Forum ................................................................................................................................................. 11 People Matter Survey .............................................................................................................................................. 11 HES Pulse Survey ................................................................................................................................................... 11 Jargon Buster ........................................................................................................................................................... 11

HES Organisation Chart ............................................................................................................................................ 12 DET Governance Landscape .................................................................................................................................... 13

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Welcome Message from the Deputy Secretary

Welcome to Higher Education and Skills (HES) and the Department of Education and Training (DET). I hope that you find your role within HES to be both challenging and rewarding.

We are committed to achieving high quality outcomes, fostering a workplace that supports its people and living the public sector values. Our work makes a difference to people’s lives and to Victoria.

Our primary purpose is to oversee tertiary education in Victoria, including Vocational Education and Training (VET), higher education, adult education and lifelong learning. HES contributes to the Victorian Government’s Education State objectives by ensuring that Victorians have equitable access to high-quality and relevant post-school education and training.

Vocational Training and Higher Education allow individuals to develop the deep knowledge, skills and attributes needed now and for the jobs of the future. Ensuring that Victorians are active participants in the community and that industry can access the skilled workforce it needs and increasing regional engagement and promoting inclusion are integral to the Group’s purpose.

Victoria’s economy is changing rapidly. The State’s population is growing rapidly. There have been – and will continue to be – fundamental and game-changing transitions that impact on the nature of work and the types of careers Victorians will have throughout their lives. These forces are shaping the market for jobs and the industries that will dominate the economy in the years to come.

This movement, including from a traditional manufacturing base to knowledge and service-based industries, means the Victorian education and training system needs to change and adapt if it is to remain relevant to the State’s place in a globalised environment. Victoria’s training system - TAFEs, community partners, private training providers and universities – are key to dealing with these challenges and to the State’s future success.

You have joined us at an exciting time. HES is taking the lead on a number of exciting Education State projects, including Free TAFE for Priority Courses, Apprenticeships and Traineeships, Strengthening Skills for Major Projects, and Building Better TAFEs.

It is rare to be given a chance to truly help shape the future of training and work. I am confident in our ability to seize the opportunities available. In HES we intend to maximise these.

This induction booklet provides you with an overview of the group’s divisions and branches, and how their work contributes to the strategic direction of HES and the Department. You will find useful information and resources specific to HES, as well as practical information such as getting your PC set up.

Congratulations on your new position within HES. I look forward to working with you and the great contribution you can make to the group and Department. I hope you find your time in HES to be both rewarding and fun!

Sandy Pitcher

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Introduction The purpose of this document is to provide the reader with information about Higher Education and Skills (HES). In it you will find:

• information about how our we work • our roles and responsibilities • our organisational structure • our divisions • useful links and more. General information for induction and onboarding new staff is also available at the HRWeb: Induction and Orientation - Public Service page.

For new starters in Higher Education and Skills, additional actions have been identified. These are listed in the document.

A Values Based Approach

The group adheres to the DET values, which are drawn from the Code of Conduct for Victorian Public Sector Employees.

These seven values, illustrated in the schema below, guide the actions we take within our group, the decisions we make and the interactions we have in performing our public duties.

Responsiveness We respond in a timely way with our best work

Integrity We are honest, ethical and transparent

Impartiality We behave in the best interests of the public by making fair and objective decisions

Accountability We hold ourselves and others to account for the work that we do

Respect We value others and accept their differences

Leadership We are genuine, supportive and do the right thing

Human Rights We uphold and respect the rights of others

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HES Structure HES has an integrated, person-centred approach to post-secondary education. It is responsible for driving outcomes in the training system and facilitates participation and achievement in tertiary education and training by supporting partnerships between learners, providers, employers and advising on public funding and regulation.

It manages the Government-funded training market, public provider governance and accountability, and the apprenticeship system.

HES is responsible for the oversight of, capacity and effectiveness of tertiary education, adult education and lifelong learning in Victoria. The purpose of the Group is to ensure that Victorians have access to quality and relevant post school education and training to enhance their skills and knowledge to be active participants in the Victorian economy and society. This includes a responsibility for the effectiveness and sustainability of Victoria’s TAFEs, Learn Locals and Adult Education Institutions. Effective tertiary education is central to the Victorian Government’s Education State objectives.

A copy of the HES Organisation Chart is included in this induction pack at Page 12.

Office of the Deputy Secretary

The Office of the Deputy Secretary is made up of the Director, Executive Coordinator, Program Coordinator and the Executive Assistant to the Deputy Secretary.

The primary purpose of the Office is to:

• Provide high quality executive support, including response to a broad range of enquiries, help managing schedule/s, coordinating and providing relevant organisational support, papers and briefings prior to meetings.

• Provide strategic and administrative support to the Deputy Secretary, HES and the Group's executive team. • Serve as a coordination point for the four ECs embedded in the Group in order to ensure all priorities are high-

quality and delivered on time. • Maintain effective collaborative partnerships with all internal and external stakeholders, including staff,

managers, Departmental Executive and Ministers offices. • Maintain and following up tracking systems for all relevant items (including but not limited to Ministerial briefs and

correspondence) for the executive’s portfolio. • Managing the timely flow of parliamentary, cabinet, speech and business reporting requests and support of the

QA process. • Liaison with the Secretary's office and other parts of the Department to coordinate the flow of information,

support decision making and to support the delivery of all Departmental priorities • Oversee and provide advice on a range of corporate functions • Provide advice, information and support to stakeholders and assist with inquiries.

The Office of the Deputy Secretary is located in the west wing of The Hub, 2 Treasury Place.

Office of the Assistant Deputy Secretary

The ADSO is responsible for the delivery of government policy priorities across the Training and Skills and Higher Education portfolios. Key current priorities include:

• Leading the TAFE Sustainability, Effectiveness and Efficiency Review. The Review will provide policy advice to Government in relation to the development of an optimal design for the TAFE system to best enable it to meet its objectives. Key focus areas include TAFE structure and governance, funding and provision.

• Leading the design and implementation of the Base Review Savings Initiatives for the Training and Skills portfolio, which entails five significant system reforms that have been agreed by Government. Key initiatives include implementing a system wide shared services model, introducing whole of system procurement, course closures and provision planning and increased commercial revenue.

• Leading development of advice on an optimal TAFE system and implementation of savings involves: o Confidential stakeholder TAFE engagement and consultation with system partners and ongoing

collaboration with central agencies across government o Engagement and management of expert external consultants ($2.5million) o Preparation of advice to Cabinet, including Cabinet Submissions for the Skills and Training Reform

Taskforce and papers to support the associated Interdepartmental Committee.

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Previous deliverables have included the design and implementation of the successful Free TAFE initiative across 2018 and 2019.

The Office of the Assistant Deputy Secretary is located Level 3, 2 Treasury Place.

Engagement, Participation and Inclusion Division

Engagement, Participation and Inclusion (EPI) division brings together regional, industry and community engagement functions to provide a coordinated approach to stakeholder engagement and ensure fit for purpose vocational education and training is available to all Victorians and employers. The Division follows a client-centric ethos, embraces creative design and proactively seeks to collaborate with service providers to achieve service relevance and integration. The Division contains the Industry Engagement branch, Major Projects branch and the Participation, Inclusion and Regional Engagement branch. The Division’s structure also includes the Client Information and Engagement Team and the Ministerial Events Team.

The Division is responsible for:

• leading HES projects and programs centred on ensuring that Victoria’s training system meets industry and community needs, including increasing the employment and social inclusion of adult disadvantaged learners

• supporting the work of the Adult Community and Further Education (ACFE) Board • supporting the work of the Victorian Skills Commissioner (VSC) and his Office • managing and supporting apprenticeship and traineeship programs and policy • managing regional and industry engagement and programs to ensure training leads to job outcomes • developing and implementing strategies and projects reflecting Government priority areas • facilitating the effective operation of the vocational training market • supporting individuals and employers to make informed decisions about career and training options • managing the Ministerial and major events of HES • providing strategic advice on the development of fit for purpose training products.

The Division is also responsible for ensuring HES programs are inclusive of all Victorians, regardless of background, circumstance or socio-economic status, and that this remains a core principle for all HES initiatives. The Engagement, Participation and Inclusion Division is located Level 3, 2 Treasury Place.

TAFE and Tertiary Institutions Division

The TAFE and Tertiary Institutions Division supports Victorian public tertiary institutions to be capable, engaged and activated to meet Victoria’s human capital, state development and social policy objectives. The Division leads the Government’s transformation, service improvement, engagement and activation strategies with TAFEs, dual sector universities and Universities as required. The division contains the TAFE Transformation, Performance Monitoring and Governance and Infrastructure branches. The Division is responsible for: • Leading and implementing transformation strategies and interventions in the Tertiary Education sector with a

strong focus on TAFE. • Supporting the Minister for Training and Skills; Higher Education in delivering on governance obligations related

to Universities and TAFE institutes. • Providing support and advice to TAFE Boards and University Councils. • Leading the Department’s role in TAFE and Higher Education infrastructure renewal, development and

repurposing. • Developing key interventions to assist TAFEs to better utilise their workforces, assets and service models to

drive transformation in the sector.

The TAFE and Tertiary Institutions Division is located Level 3, 2 Treasury Place.

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Training Market Services Division

Training Market Services works closely with training providers to administer the VET Funding Contracts, and provides systems, supports and funding assurance so that government subsidised training is high quality and delivers expected policy outcomes. TMS leverages the significant public investment in training to provide students with a choice of high-quality training that meets Victorian Government expectations. TMS key functions are to: • Develop and review key business frameworks and systems that apply to contracted Training Providers • Select Training Providers and manage contracts with them • Oversee VET systems, governance and maintenance • Engage with, and provide support and guidance to Training Providers and the wider VET sector to encourage

compliance and continuous improvement • Monitor the VET managed market & investigate instances of non-compliance • Enforce contractual obligations and support students affected by closures.

The Training and Market Services Division is located in the east wing Level 3, 2 Treasury Place.

Tertiary Education Policy and Performance Division

A core purpose of the Division is to support the Minister for Training and Skills and Minister for Higher Education in achieving the Government’s vision for higher education and training in Victoria. The Division performs a suite of functions including: • Policy development, advisory, monitoring and coordination functions to promote an effective, coherent and

responsive tertiary education system in Victoria • Monitoring and analysis of available data sources to improve the quality of vocational training and ensure that

Victoria’s government-funded training and TAFE system is delivering ‘real training for real jobs’.

The division contains the two branches; the Training Data Analytics branch and the Tertiary Education Policy branch The Division is committed to the following: • Providing holistic, timely and evidence-based policy development and advice that draws on the best available

qualitative and quantitative data and is underpinned by strong stakeholder relationships to ensure that our advice is grounded in an understanding of how our recommendations will impact on the students, providers, employers and industry engaged in the higher education and training system.

• The collection of evidence to reliably measure and assess the performance of the training and TAFE system, asking students and employers about how satisfied they are with the training and letting providers know where they are doing well and what they need to improve on.

The key objectives of the Division and its branches are: • new ideas for policy, and service design and delivery, that are practical and impactful, built from an

understanding of the strategic challenges, how things work, and Government goals • a system-wide approach to all policy and service delivery, that considers not only the Victorian funded training

system, but builds in higher education, and the interface and interrelationships with relevant national settings and services

• a client-centred perspective and approach, whether building or delivering policy, strategy, or delivering services directly to clients

• a comprehensive quantitative and qualitative evidence base to guide the prioritisation of government funded training to meet industry and community needs and to monitor the performance of the VET sector.

The Tertiary Education Policy and Performance Division is located in the east wing Level 3, 2 Treasury Place.

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HES Governance Executive Group

The Executive Group includes the Deputy Secretary, Assistant Deputy Secretary and Executive Directors from each division and meets monthly to discuss strategy, forward planning and leadership matters relating to HES.

Membership comprises:

• Deputy Secretary, HES (chair) • Director, Office of the Deputy Secretary • Assistant Deputy Secretary, Quality and Implementation • Executive Director, Training and Market Services (TMS) • Executive Director, TAFE and Tertiary Institutions (TTI) • Executive Director, Engagement, Participation and Inclusion (EPI) • Executive Director, Tertiary Education Policy and Performance (TEPP) • Executive Coordinator, Office of the Deputy Secretary (observer) • Executive Coordinator, Office of the Assistant Deputy Secretary (observer)

Senior Leadership Team (SLT)

SLT includes HES Executve group along with every Director from each division. SLT meet fortnightly to discuss issues of strategic importance to HES, including HES performance, people and culture.

Membership comprises:

• Deputy Secretary, HES (chair) • Director, Office of the Deputy Secretary • Assistant Deputy Secretary, Quality and Implementation • Director, TAFE Sustainability • Executive Director, Training and Market Services (TMS) • Director, Funding and Assurance Services • Executive Director, TAFE and Tertiary Institutions (TTI) • Director, TAFE Transformation • Executive Director, Engagement, Participation and Inclusion (EPI) • Director, Industry Engagement • Director, Participation, Inclusion and Regional Management • Director, Major Projects • Executive Director, Tertiary Education Policy and Performance (TEPP) • Director, Tertiary Education Policy • Executive Coordinator, Office of the Deputy Secretary (observer) • Executive Coordinator, Office of the Assistant Deputy Secretary (observer)

The Program Coordinator, Office of the Deputy Secretary is the SLT Secretariat.

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Getting Started Edumail

The Department's messaging service, eduMail, is a central repository for all your emails, calendar and business contacts. All staff are provided with an eduMail account for the duration of their employment. The eduMail service is governed by the Acceptable Use Policy for the Department's Information, Communications and Technology (ICT) Resources.

If you need to access your inbox and calendar from home or another location, you are able to do so by logging into: www.eduMail.vic.gov.au.

• Under Username, enter the pin number you use to log onto your work computer. • Under Password, enter the password you use to log onto your work computer.

* You will now have access to your inbox and calendar, although not the full functionality of Outlook.

Follow this link to find out more about eduMail on the Departments website.

Email Signature

Email signature blocks provide details about who you are, where you work and how to contact you.

As a representative of our organisation, your email signature block must be consistent with the Department's visual style and have a professional appearance. Individual preferences cannot be met.

Please follow the Email Signature Block link for more information on how to update you signature block. To create or update your email signature in Outlook:

• Click on new email • On the Insert tab, select Signature and then “Signatures…” • Click New, and name for this signature, and in then click in the large box. Type your name and contact details. If

you’ve copied someone’s signature, paste and change the details as required. • On the right-hand side, you can set whether you want your signature to drop into all emails automatically, or just

for new messages or no signature at all. • Click Save and OK

You can also set up multiple signatures e.g. for internal and external emails and manage accordingly with each email. Click New and follow the same procedure to create a second signature. To access when sending emails, in the insert tab, click on Signatures and select the signature you require.

Setting up an out of Office Message

To set up an Out of Office message in Outlook:

• From your toolbar select File, Automatic Replies (Out of Office), • Click Send automatic replies and specify the start and end dates and times • Type in your out of office message • Include the date of your return and a contact number for a colleague to contact in your absence. • Remember to complete the Out of Office message for both tabs – Inside my Organization and Outside my

Organization • Select OK

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Connecting to a Printer

In order to print documents, you will need to connect to your nearest printer.

• Locate the nearest printer and take a note of the printer number which should be on a sticker on the printer. e.g. 33-L3W-MFDC-03

• Select the Windows button in the bottom left hand corner of your PC

• Select the Add a Printer app tile • Choose your Building, floor and the printer number • Click the Add this Printer button • Click on the icon with preferred your printer number and

click set as default printer

Security Pass • You will need to sign in each day and receive a temporary pass until you have been issued a permanent security

pass. Your manager or buddy will take you to the security office on your first day where you will have your picture taken. Pictures are only taken by the security office each day before 1pm.

• Once your picture has been taken you can usually collect your permanent security pass after 1pm at the same location.

• Department staff are required to wear a visible security pass on a lanyard at all times when in the Treasury Precinct. Ensuring security passes are visible enables security staff to quickly see if there are any unauthorised people in Treasury Precinct buildings.

• Wilsons Security, which provides security services for the Treasury Precinct, are authorised to question anyone attempting to enter a building, or found within a building within the precinct, who is not wearing a visible security pass, and refuse entry or remove from the premises.

• Staff may wear any lanyard of their choice, provided a photo ID security pass is attached and clearly visible, and the lanyard incorporates a break-free catch for occupational health and safety reasons.

• Staff are also reminded not to have their pass or lanyard visible when outside of the Treasury Precinct, in order to protect themselves and their colleagues.

Stationery

If you need stationery:

• Check with your colleagues first to see if they have spare items they are not using. • Your Division will have a stock of stationery – check with the Division’s EA or your colleagues for the location. If

you are unable to find what you need, please chat with your manager or the Division’s project support officer who will be able to order what you require.

• You can also check the list of available items in the Swap Shop that operates within the Department.

Briefing and Correspondence

You can access the Department’s Briefing and Correspondence website here.

Located within the website is a few of the standard templates used for event briefs, formal briefs and correspondence. You can access these templates here.

Group Resources

HES has a collaboration site along with each division in HES. It provides useful information such as the HES organisation chart, as well as providing a place for you to save and access key documents. The HES HR contact is Stella Putrino and she can be contacted on 7022 1903 or at putrino.stella.s@edumail.vic.gov.au The HES finance business partner is Melody Wells-Jansz and she can be contacted on 7022 2277 or at wells-jansz.melody.m@edumail.vic.gov.au

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Further Information HES News

HES News is prepared by the HES Program Coordinator (PC) and is circulated weekly on a Monday to HES staff. It includes information about key developments and HES business, as well as learning and development, job opportunities and staff movements. Any items you wish to include can be provided to the PC via email hesg.secretariat@edumail.vic.gov.au.

HES All Staff Forum

HES staff forums are held quarterly, attended by all staff members, and hosted by a HES division. The forums are focused on opportunities for greater integration across the division and knowledge sharing.

People Matter Survey

The People Matter Survey is an annual employee survey, which is used across the Victorian public sector to gauge employee perceptions of their workplace quarterly pulse surveys. The results of the survey often drive other activities within the Group such as workshops with staff to more fully explore trends and/or issues in order to develop targeted actions for the Group and/ or divisions.

HES Pulse Survey

The HES Pulse Survey is run quarterly and is intended to complement the Victorian Public Services’ People Matter Survey. The survey provides SLT with a ‘pulse check’ on how you feel about work and your experiences in HES. Based on the results the SLT identify the actions HES need to take to improve the way you feel and perform at work. Please contact the Executive Coordinator for more information including past surveys.

Jargon Buster As common practice amongst most government organisations, acronyms are often used for stakeholders, systems and processes. Examples of common acronyms and terms used within the HES and the Department can be accessed in this document.

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HES Organisation Chart

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DET Governance Landscape

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